How to use the Mail Merge Manager to create mailing labels or envelopes in Word 2008 for Mac

Article ID: 968307 – Last Review: March 2, 2009 – Revision: 1.0

How to use the Mail Merge Manager to create mailing labels or envelopes in Word 2008 for Mac

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INTRODUCTION

When you perform a mail merge in Microsoft Office Word 2008 for Mac, Word 2008 inserts the records from a data source into your main document. A data source for a mail merge operation can be a Microsoft Excel worksheet, the Office Address Book, a FileMaker Pro database, or a Microsoft Word document.

This article describes how to use the Mail Merge Manager that is included in Word 2008 for Mac to create mailing labels or envelopes.

MORE INFORMATION

Mailing labels

To use the Mail Merge Manager to create mailing labels, follow these steps:

  1. On the View menu, click Print Layout.
  2. On the Standard toolbar, click New.

    A new, blank Word document opens. This becomes your main document.

  3. On the Tools menu, click Mail Merge Manager.
  4. In the Mail Merge Manager, click Create New under Select document, and then click Labels.
  5. Under Printer information, click the kind of printer that you use.
  6. On the Label products pop-up menu, click the manufacturer of your labels.

    Note For more label products, click Other on the Label products pop-up menu.

  7. Under Product number, click the kind of label that you want, and then click OK.

    Note For information about the margins and other characteristics of a label, click Details.

  8. In the Mail Merge Manager, click Get List under Select Recipients List, and then click Open Data Source.
  9. Locate and then double-click the data source file.
  10. In the Edit Labels dialog box, click a field name in the list on the Insert Merge Field pop-up menu. For example, click the FirstName field.

    Word 2008 adds the field name to the Sample label box.

  11. Repeat step 10 for each field that you want to appear in your labels.
  12. If you want to include postal bar codes on your labels, click Insert Postal Bar Code, select the options that you want, and then click OK.

    Note To return to this dialog box later, in the Mail Merge Manager under Select Recipients List, click Add or remove placeholders on labels.

  13. After you add all the fields that you want, click OK.

    The field names are copied into all the labels in your main document.

  14. In your main document, edit the first label to add spaces, commas, and carriage returns where you want them.
  15. In the Mail Merge Manager, under Select Recipients List, click Fill in the items to complete your document.

    Word applies the formatting that you use for the first label to all the labels.

  16. To finish your labels, do one of the following:
    • To print your labels immediately, under Complete Merge in the Mail Merge Manager, click Merge to printer.
    • To create a document that contains your merged labels that you can save to print later, under Complete Merge in the Mail Merge Manager, click Merge to New Document.

Envelopes

To use the Mail Merge Manager to create envelopes, follow these steps:

  1. On the View menu, click Print Layout.
  2. On the Standard toolbar, click New.

    A new, blank Word document opens. This becomes your main document.

  3. On the Tools menu, click Mail Merge Manager.
  4. In the Mail Merge Manager, click Create New under Select Document Type, and then click Envelopes.
  5. In the Envelope dialog box, make any changes to the return address that you want.

    Do not enter anything (including spaces) in the Delivery address box.

  6. Under Printing Options, make any changes that you want, and then click OK.
  7. In the Mail Merge Manager, click Get List under Select Recipients List, and then click Open Data Source.
  8. Locate and double-click the data source file.
  9. In the Mail Merge Manager, click Contacts under Insert Placeholders.
  10. Drag a field name from the Contacts list. For example, drag the FirstName field to the envelope’s address box.
  11. Repeat step 10 for all the fields that you want to appear on your envelopes.
  12. If you want to include postal bar codes on your labels, drag the PostalCode field onto the addressee box.
  13. In your main document, edit the addressee box to add spaces and carriage returns where you want them.
  14. To finish your envelopes, do one of the following:
    • To print your envelopes immediately, under Complete Merge in the Mail Merge Manager, click Merge to printer.
    • To create a document that contains your merged envelopes that you can save to print later, under Complete Merge in the Mail Merge Manager, click Merge to New Document.

The third-party products that this article discusses are manufactured by companies that are independent of Microsoft. Microsoft makes no warranty, implied or otherwise, about the performance or reliability of these products.


APPLIES TO
  • Microsoft Word 2008 for Mac
Keywords: 
kbenvelope kbmerge kbexpertisebeginner kbsurveynew kbhowto KB968307

 

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